MONTEREY COUNTY HOUSING DEVELOPMENT CORPORATION (HDC)
(This position is subject to full Board approval on March 23, 2020)
Class specifications are intended to present a descriptive list of the range of duties performed by employees in the class. Specifications are not intended to reflect all duties performed within the job.
Provide complex and responsible administrative support services to Staff and President/CEO, including the compilation and preparation of a variety of complex applications and reports. Provides confidential administrative support to the President/CEO, development staff and other department management, supervisory, professional, and technical personnel, as assigned. Exercise a high level of personal discretion in handling confidential and labor relations matters dealt with by those served.
SUPERVISION RECEIVED AND EXERCISED
Receives direct supervision and general direction from the Vice President of Development.
The classification is not normally responsible for the supervision of other HDC classifications; however, the classification may either provide direct general supervision or lead direction to classifications assigned.
ESSENTIAL FUNCTION STATEMENTS - Essential responsibilities and duties may include, but are not limited to, the following:
Performa a variety of confidential administrative tasks for the President/CEO and, as assigned, department staff’s & managers; prepare, type, word process and proofread a variety of documents including general correspondence, agendas, forms, reports and memoranda. Independently compose correspondence related to assigned responsibilities. Review finished materials for accuracy, completeness, format, compliance with policies, and appropriate English usage.
Maintain a variety of records and files; research and compile a variety of information materials from sources both inside and outside HDC. Heavy reliance on electronic data creation and storage and input or retrieve data using on-line or personal computer system and prepare reports following department formats. Create new forms and formats on the computer to meet special needs.
Receive and screen a variety of visitors and telephone calls from the general public, governmental agencies and officials, and HDC employees, providing access and factual information that may require interpretation of policies and procedures and knowledge of the HDC’s various programs. Deal effectively with adversarial visits and phone calls to the department. Take messages or refer callers to the proper person.
Maintain the calendars of the President/CEO, and others, as requested. Schedule and arrange for meetings. Coordinate meetings between HDC departments and outside agencies.
Organize own work; set priorities and meet critical deadlines.
Monitor a variety of President/CEO and department manager activities. Keep the President/CEO and department staff & managers advised in a timely manner of critical dates and actions required. Initiate required correspondence.
Opens and sort President/CEO and department staffs’ mail and attach pertinent back-up materials. Distribute mail. Coordinate timesheets & distribute paychecks.
Establish and maintain contact and working relationship with all HDC departments, local, State, and Federal agencies for acquisition of necessary information, and/or for the implementation of cooperative programs and activities. Provide necessary assistance to facilitate implementation. Maintain supporting records.
Perform administrative duties in support of assigned Department staff & managers; recommend improvements in workflow, procedures and use of equipment and forms; create forms and other instruments to improve workflow.
Perform public relations activities for President/CEO. Coordinate events, media packets, agenda’s and any duties required for the events.
Participate in the duties relating to the administration of Agency departments. Assist in a variety of Department operations; perform special projects and assignments as requested. Translate to Vietnamese clients, only as requested.
Assist Development staff & departments as necessary.
Prepare items for the Board agenda, as directed, and prepare and assemble the department’s package for review by the President/CEO. Prepare agenda packages.
Notarize documents pertaining to development or related department activities.
Operate a variety of office equipment including computer, copiers and fax machines, and assist with the preparation of outgoing mail.
Order office supplies as needed.
Create FedEx packages and deliver as necessary.
Make travel arrangements for staff.
Perform related duties and responsibilities as required.
Maintain regular and consistent attendance.
Participate in a wide variety of functions necessary for the creation of affordable housing developments. Maintain and execute various levels of due diligence activities
This position will require taking lead on Environmental studies, reports, and process under the VP of Development guidance.
This position also serves as the focal point of all energy initiatives to include historical production and uses.
Included in this position’s responsibilities will be the Asset Management of approximately 700 units of affordable housing to include budget preparation under the guidance of the VP of Finance.
OTHER JOB FUNCTIONS
Knowledge of – Modern office procedures and administrative/administrative support skills. Correct use of oral and written English, and proper spelling, punctuation, and composition. Standard business mathematics. Basic supervisory practices and procedures. General terminology, practices, and procedures of HDC programs; department report forms and formats. Basic provisions of HDC policies and procedures, and applicable Federal, State, and local laws. Basic filing and record keeping practices and procedures, and the operation of standard office equipment. The use of personal computers and various Windows-based applications programs.
Skilled in - Performing detailed work, including arithmetic computations, accurately. Organizing and maintaining accurate records and files. Memorizing detailed information and assimilating department systems and procedures. Assessing the critical importance of information received from various sources. Compiling and preparing clear and concise reports. Establishing and maintaining effective working relationships with those contacted in the course of work. Communicating tactfully and effectively with the
public. Prioritizing work and coordinating several activities. Using initiative and making sound and independent judgments within procedural parameters and established guidelines. Performance in all Microsoft office suites to include: Word, Excel, Projects, PowerPoint, Outlook, etc.
Ability to – Operate a keyboard with a tested speed appropriate to completion of assigned work in a timely manner. Take minutes of meetings in a manner that captures the detail of the meetings. Respond to requests and inquiries from the general public. Communicate clearly and concisely in oral and written English. Read, understand, and apply established HDC policies, procedures, practices, and regulations. Follow oral and written instructions. Work independently in the absence of supervision and accommodate well to change. Maintain confidentiality. Deal diplomatically and sensitively with the public on behalf of the HDC. Establish and maintain effective working relationships with those contacted in the course of work. Operate a personal computer and related programs, including spreadsheet, database management, and word processing programs. Maintain the mental capacity to make sound decisions and the physical condition appropriate to the performance of assigned duties.
Licenses and Certificates – Possess an appropriate California Driver License with a driving record acceptable to the HDC.
Physical Abilities and Work Environment – The employee must be able to sit for lengthy periods of time in an indoor office environment. Must climb, stretch, bend and lift up to 25 lbs. Excellent uncorrected hearing and a clear unaccented easily understood voice are required in communicating with the public in person and by telephone. Use keyboard equipment for lengthy periods of time.
Other - Provide proof of US citizenship or, if an alien, either lawful admission for permanent residence or authorization for appropriate work from the Immigration and Naturalization Service. - Bilingual fluency in English and Spanish is desirable.
EXPERIENCE AND EDUCATION GUIDELINES
Any combination of experience and education that would be likely to provide the required knowledge, skills, and abilities could be qualifying, as determined by the City. A typical way to obtain the knowledge, skills, and abilities is:
Experience – Three (3) years of experience as a high level administrative assistant to a division head or office administrator in real estate, construction administration, property management, or real estate development Supervisory or lead experience is desirable.
Education – Graduation from an accredited high school or an equivalent certificate or diploma recognized by the State of California. Supplemental training in administrative or business school is desirable, as are college-level courses in a field related to the work of the department to which assigned.
The position of Development Specialist – Discipline Three serves in a confidential capacity from the perspective of the Meyers-Milias-Brown Act.
Do not contact this company in solicitation of any product or service.